A city clerk is responsible for much of the administrative and clerical work necessary for the proper functioning of the city. A city clerk job description may also be filed under the title municipal clerk and describes the many different commissions, boards, and councils for which the clerk keeps records.
A city clerk is a civil servant who works within the city records office and serves under the discretion of the city council.
Essential Duties and Responsibilities of a City Clerk
•Drafts City Council and zoning board meeting agendas and publishes those agendas for distribution at public meetings and publication on the city website.
•Answers correspondence with the City office.
•Announces meetings, events, and City Council conferences by publishing events on the city website, in pamphlets, and through local publications.
•Arrives early for all City Council meetings and records attendance.
•Attends City Council meetings and records the full minutes.
•Makes available minutes and transcripts of all meetings upon request.
•Prepares documentation for City Council members on issues discussed during meetings including actions to be completed before next meeting and directions for any staff members who were not in attendance.
•Drafts and finalizes resolutions as introduced, amended, and ratified in City Council meetings.
•Organizes data and forms for financial audits, declarations of economic interest, campaign financing statements, and any other financial information for the tax office.
•Complies with all Fair Political Practices Commission requirements and monitors filings for completeness.
•Assists with the proper conducting of elections.
•Orders forms necessary for elections, candidate filings, and sample ballots for easy distribution through a central office.
•Coordinates the proper execution of elections under the city’s jurisdiction.
Required Knowledge, Skills and Abilities
•Must be incredibly organized and detail oriented.
•Must be able to take notes at meetings and prepare write-ups within 24 hours according to city regulations.
•Must be familiar with legal requirements of City Council members, policies regarding meetings, and any laws applicable to administration of the city clerk’s office.
•Exceptional communication skills including written and verbal.
•Must have experience with technology including personal computing, email, copy and fax, scanners, audio recording equipment, word processing, spreadsheets and database.
•Must be able to obtain Notary Public commission.
•Must have strong writing skills in order to produce reports, correspondence, and meeting minutes.
•Must be able to multitask and work under stressful conditions and deadlines.
•Must be able to work with city officials and the general public.
•Must use good judgment and maintain confidentiality of personal and private information of citizens and officials.
Education and Experience
•High school diploma or GED equivalent required.
•Associate’s degree or Bachelor’s degree highly recommended.
•Must have at least some course work at the college level in political science, communications, business, or public administration.
•Must have at least two years’ experience in an administrative position, preferably in a public service position.
•Time will be spent attending to clerical and administrative duties including typing, filing, and organizing in an office setting as well as attending meetings in public government buildings.
•Must be able to work long hours sitting, typing and attending meetings.
•Must be willing to work flexible hours including nights and weekends as needed.
•Median yearly salary of $45,000 – $50,000.
•Increased wages commensurate with education and experience.